Working-Party Administrative Assistant Airbus Industries

br> Main Responsibilities br>The primary focus of this role is to ensure the operational readiness, documentation compliance, and administrative support for the Airbus management team.

br> 1. Operations and Access Management br> Administrative Document Renewal: Be solely responsible for tracking, following up on, and renewing all relevant administrative documents required for the Airbus team's activity at the airport. This includes, but is not limited to:br> Airport Passesbr> Laptop/Equipment Passesbr> Airport Driving Licensesbr> Any other mandatory access credentials.br> Team Information Management: Maintain and keep updated the shared database containing essential personal and travel documentation necessary for the Working-Party team for global deployments (e.g. up-to-date passport scans, ID pictures, personal contact information).br> Coordination with the HR Admin team for the visa extension as required.

br> 2. Documentation and Archiving br> Aircraft File Scanning: Be responsible for the complete and accurate scanning of entire aircraft maintenance files upon the conclusion of each Working-Party.br> Organizing / archiving in the Airbus repository: Prepare and provide a complete digital file or equivalent digital media for each completed Working Party file.br> Original Document Archiving: Coordinate and ensure the timely and secure shipment of all original aircraft files to the Airbus headquarters in Toulouse, France, for official archive purposes.br>3. Headquarters and Local Staff Interfacebr> Primary Support Interface: Act as the main administrative interface and single point of contact between the Airbus Middle East Headquarter and the WP Team deployed in the Region and abroad.br> Logistical Coordination (for Travel aspect): Assist local Airbus staff with operational administrative tasks related to their assignments at the customer's facility.

Supporting Warehouse operations for administrative tasks.

br> 4. Office supplies management br> Office Supplies Management: Manage and order the stock of Airbus office supplies requested by the Airbus Working-Party team.br> Procurement Coordination: Initiate and process orders for necessary office supplies and consumables, cooperating closely with the procurement team in the Airbus AME Headquarter to ensure continuous availability and cost-effective ordering.

br> 5. Communication and Coordination br> Reception: Serve as the primary point of contact, answering and directing phone calls, and greeting visitors professionally and courteously.br> Scheduling: Manage and maintain executive or department calendars, scheduling appointments, meetings, and coordinating travel arrangements (flights, accommodation, ground transportation).br> Meeting Support: Prepare meeting agendas, reserve meeting rooms, set up necessary equipment (e.g., A/V, conferencing), and take, transcribe, and distribute minutes as required.br> Internal and External Liaison: Act as a communication link between different departments, clients, and external stakeholders.